1. Enquire after wellbeing

2. Collect the information

Detailed on the Contact Tracing Protocol Line Managers form, the exposure information is important - within two metres for 15 minutes is the accepted definition of close contact. If this parameter is not applied consistently it becomes increasingly difficult to judge whether there has been sufficient contact to be a risk. In practice, if people can comply with social distancing rules this will be straightforward as not all close colleagues are likely to be considered contacts.

3. Notify contacts 

You (line manager) may wish to do this personally over the phone and to follow up with an email which requests confirmation that its contents have been understood.  Here is some suggested text:

a. Positive test

"Dear Colleague

You have been identified as having contact with a member of Imperial College who has indicated they have received a positive result following a COVID-19 antigen test on DATE

Individuals who may have been in close contact with this person (and not been able to maintain social distancing rules) are being contacted. Close contact is defined as less than two metres for 15 minutes.

You should now commence social isolation and expect not to return to the workplace for 14 days.

If you suspect you have symptoms of COVID-19 you must request a test by following the instructions on the NHS webpages.  

For the most accurate test result, you should apply for a test as soon as you have symptoms, to be tested in the optimum testing window. You should not be attending college whilst awaiting the results. If the test is positive, and you are not very unwell you may be able to undertake some work from home - please discuss with your line manager

If you have a test and confirmed COVID-19 positive you should maintain social isolation for ten days and monitor for deterioration of symptoms; you can return to work if you are well

and

not had a high temperature

or

a continuous cough - feeling hot to touch on your chest or back and a new, continuous cough - this means coughing a lot for more than an hour, or three or more coughing episodes in 24 hours for 48 hours. (A persistent but not continuous cough (i.e. sporadic only) may continue after acquisition and clearance of infection).

Important information - Return to work is not reliant on the return of the sense of taste and smell if this was a symptom which was experienced.

If you have underlying health concerns, you should contact your GP for advice.

Please confirm you have understood this and will comply with instructions.

Enquire if there any other concerns we can assist with.

Wishing you a good recovery."

b. Awaiting a test result (will require a follow up communication re outcome of test)

"Dear Colleague

You have been identified as having contact with a member of the college who has indicated they are awaiting the results of a COVID-19 antigen test.

Individuals who may have been in close contact with this person (not been able to maintain social distancing rules) are being contacted. Close contact is defined as less than two metres for 15 minutes.

You should now commence social isolation and expect not to return to the workplace for 14 days unless advised otherwise by your line manager. You will be contacted to confirm the outcome of the test result and will receive further instructions.  

Enquire if there any concerns we can assist with.

Please confirm you have understood this and will comply with instructions."

4. Request cleaning by completing this short form

Submit a COVID-19 cleaning request

5. Register COVID-19 test positive case with Occupational Health

Complete the COVID-19 Contact Tracing Record form

Occupational Health will facilitate any Public Health England follow-up.

6. Complete TeamSeer

Log in to TeemSeer

7. Plan return to work 

Those with a positive test result should stay off work for 10 days and return to work on day 11, providing they are well and have not had a temperature or continuous cough (this means coughing a lot for more than an hour, or three or more coughing episodes in 24 hours) for 48 hours.

The contacts need to confirm with you before returning to the workplace. They can return to work if:

they have remained asymptomatic after 14 days of self-isolation.

or

they have completed 10 days self-isolation since the date of their first symptoms.

and

they have not had a high temperature or a continuous cough (feeling hot to touch on your chest or back and a new, continuous cough - this means coughing a lot for more than an hour, or three or more coughing episodes in 24 hours for 48 hours. (A persistent but not continuous cough (i.e. sporadic only) may continue after acquisition and clearance of infection).

Return to work is not reliant on the return of the sense of taste and smell if this was a symptom which was experienced.

There is no clinical indication for requesting a retest and continuing isolation, while awaiting a negative test, before returning to work.

Reference sources

Contact with Public Health England (PHE)

If multiple cases occur in a workplace an outbreak control team from either the local authority or Public Health England will be assigned to support the college manage the outbreak.

Upon confirmation of a positive test result PHE will need to contact the College relating to formal contact tracing -Occupational Health will be point of contact.

Departments must advise Occupational Health of any individuals who have confirmed a positive test result.  

Occupational Health will liaise with PHE and signpost to the relevant department and provide support.  

There may be further actions arising from any such contact.

Other guidance